[HISTORY: Adopted by the Township Committee of the Township of Little Egg Harbor 5-10-2007 by Ord. No. 2007-08. Amendments noted where applicable.]
The processing of all payroll, purchase orders and payment of claims shall be in accordance with the policy and procedures as prescribed in a purchasing manual approved by resolution of the Township Committee and kept on file in the office of the Municipal Clerk.
[Added 4-12-2012 by Ord. No. 2012-05]
A. 
The Chief Financial Officer of the Township of Little Egg Harbor is hereby designated as the approval officer with the title of "Certifying and Approval Officer."
B. 
The Certifying and Approval Officer shall ascertain the existence of proper and sufficient appropriations for the payments to be made and determining that there is legal authority for the payments, evidenced by action of a purchasing department or agent or officer in respect to the goods or services ordered and the incurring of expense therefore.
[Added 4-12-2012 by Ord. No. 2012-05]
Any and all purchases to be made by the Township of Little Egg Harbor, or any department thereof, which do not require sealed bids pursuant to statute shall be in accordance with the method designated herein, as follows:
A. 
Approvals. All purchases in excess of $1,000 shall be forwarded to the Township Committee liaison for the department which originated the order. The Committee liaison shall approve or disapprove the order and return the purchase order to the Township Administrator. For any purchase less than $1,000 the approval and signature of the Committee liaison shall not be required, but a copy of the purchase order shall be provided to the Committee liaison as soon as possible. The Township Administrator then reviews the purchase order to ascertain compliance with these purchasing procedures and policies and the provisions of the Local Public Contracts Law. All purchase orders which are approved by the Township Administrator are then delivered to the Mayor for approval and signature.
B. 
Following receipt and inspection of goods received or assuring the completion of services in accordance with the contract, the department head certifies the receipt of goods or services to the Certifying and Approval Officer.
C. 
The Certifying and Approval Officer reviews the invoice and voucher for correctness and process the claim for approval or disapproval as appropriate.
[Added 4-12-2012 by Ord. No. 2012-05]
The Chief Financial Officer shall certify to the Township Committee that the goods have been received by, or the services rendered to, the Township and that the claims have been paid. The Township Committee shall ratify approved claims by resolution, at a regular public meeting the month following payment.
[Added 7-13-2023 by Ord. No. 2023-25]
Procurement cards may only be used when vendors require payment in advance for the delivery of certain goods or services that cannot be obtained from other sources at a comparable price. The circumstances which qualify the use of a procurement card are as follows:
A. 
An individual transaction shall not exceed 15% of the bid threshold.
B. 
Comparable pricing is not otherwise obtainable for goods and services to be available at the time and place required.
C. 
The cost of purchases is comparable to costs available from other vendors who can provide the required goods and services in a timely manner.
D. 
Items are purchased in a transaction where vendor certification would not normally be readily available at the time of purchase.
E. 
The vendor requires immediate payment and the Township Committee has approved such use for a purchase from a particular vendor for a particular item.
F. 
Purchase is from a "big box" or other store that does not accept vouchers, purchase orders or checks.
[Added 7-13-2023 by Ord. No. 2023-25]
A. 
Purchasing cards or electronic transactions will not change or eliminate any provision of the Local Public Contracts Law[1] and will be administered in accordance with the rules enumerated in N.J.S.A. 40A:5-16(c) notwithstanding the provisions of N.J.S.A. 40A:5-16(a) or N.J.A.C. 5:30-9A.1 et seq.
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
B. 
Purchasing cards will only be distributed to essential administrative personnel, department heads or supervisors and/or assistant supervisors on a per-needed basis, which shall be determined by the Township Committee in consultation with the Township Administrator and/or Chief Financial Officer.
C. 
All authorized procurement card users will be required to complete training on the policies and procedures governing the use of the procurement card and shall complete and sign a contract of understanding that includes the financial and legal responsibility for misuse.
D. 
Procurement cards shall be issued in the name of a specific individual but under no circumstance shall be used to purchase personal property or services, including travel and dining expenses.
E. 
Limits on cards will be established by amount, time and category of usage permissible. An authorized procurement card user is prohibited from using P-Card to conduct personal business or for any circumstances that are not authorized in N.J.S.A. 40A:5-16(c) or N.J.A.C. 5:30-9A.1.
F. 
Procurement card. It will be incumbent on the Township Committee to reconcile all P-Card transactions with receipts and invoices to document a transaction. It will be incumbent for the Chief Financial Officer to reconcile card activity along with payments made to the issuing financial institution.
(1) 
Violations of policies governing the use of procurement cards shall result in appropriate remedial or disciplinary action without regard to the position held by the card user. Any violation of the policies governing use of the procurement card will result in immediate forfeiture of the ability to use such card and may result in other disciplinary action, including but not limited to suspension, termination and criminal prosecution. The Township will also retain all rights to any funds misappropriated and will seek restitution of said funds through garnishment of wages, forfeiture of benefits and legal actions in a court of law.
(2) 
Under no circumstance shall any P-Card or electronic transaction be used for personal use.